Executive Assistant to the Director of Campus Services

Executive Assistant to the Director of Campus Services

To ensure the effective and efficient day to day administration for the Director’s office. To assist the Director and senior members of the Campus Services Team to enable the smooth running of, provide support and contribute to the success of Campus Services as a Professional Service Unit.

DUTIES AND RESPONSIBILITIES:

To be aware of and to comply with all company and legal requirements including health, safety and hygiene.
To ensure that procedures and work instructions related to the role are implemented and maintained and that any changes are communicated effectively.
To oversee the Directors office ensuring that it is well organised and data management requirements are followed.
To assist the data manager with the data management of all Campus Services operations and ensure all the required elements are met, including supporting the training of the department members to ensure they recognise their responsibilities.
To maintain the Directors diary ensuring the schedule is deliverable and the Director is kept up to date of any changes.
To make appointments ensuring all requirements for the appointments are in place such as meeting room, travel arrangements etc.
To receive and respond to a range of standard and more complex enquiries/queries and issues from both the internal and external customers and team members, ensuring that each situation is dealt with by yourself or passed to an appropriate person in a speedy fashion.
To assist with collating and ensuring all correct employment documentation is presented to the HR department regarding starters, leavers and transfers of the teams, and to as requested to liaise with HR on HR matters concerning the Campus Services team
To take meeting notes and create appropriate minutes as necessary.
To accompany the Director and representatives as appropriate to on and offsite meetings and occasionally to represent the Director as appropriate.
To assist with projects and support senior members of the Campus Services Team as required.
To carry out any project background research as required.
To arrange and/or support internal or external activities/events undertaking relevant documentation as required.
To accurately create documents and or presentations for the Director or a nominated representatives of Campus Services.
To support the Quality Manager ensure all elements of Campus Services accreditations are maintained and implemented.
To communicate and liaise with a range of customers and University personnel as the work requires, relaying feedback and comments, assisting with continuous improvement.
To support the Director in all activities, operations and boards associated with the role.
To carry out any other reasonable task as requested by the Director of Campus Services.